Which Qics products does this statement relate to?

This privacy statement is intended for our online products: QicsMilestones and QicsDashboards. The statement also applies to customized online software that we host for specific customers. In the remainder of this document, these products and software are referred to as "our software".

Products and software that run on your own environment are not covered by this statement.

In this privacy statement we make a distinction between two types or personal data:

• Personal data that we collect from you when you purchase or use our software. These are data for which Qics is responsible. We will now refer to this information as "your personal data".
• Personal data that you enter in our software and which we process on your behalf. We will now refer to this information as "your business data".

What information do we collect?

We collect the following data through our product or our software:

• Contact details: Name, e-mail, physical address, telephone number.
• Financial data: Your bank details and company identification (Kvk number, VAT number) and any other relevant data.
• Communication data: We log your IP address and information about your device.
• Usage data: We log information about your use of our software.
• Support data: When you contact our helpdesk, we may ask you to share information with us, such as contact details, authentication data or other data we need to answer your support question.
• Cookies: We use functional cookies in our software.

How do we use the collected information?

The information we collect is used for specific purposes. We will not use the information for other purposes.

• Contact details: We use your contact details to send messages or documents related to our software that you have purchased. In addition, we can use your contact information to inform you about other Qics products and services.
• Financial data: We use your financial data to process your payments and to comply with our legal obligations regarding invoicing.
• Communication information: We collect this information for improving our software and for securing our platform.
• Usage data: We collect this information for improving our software and for analyzing calamities.
• Support information: We use this information to answer your support question.
• Cookies: We use functional cookies to make the functions within our software work better or to increase your user-friendliness.

Your company data

Company data is the data that you enter yourself in our software. You are responsible for this data and Qics is the processor. Your and our rights with regard to this data are recorded in a processor agreement, which you receive when buying a license or activating a subscription.

What is Qics allowed to do with my company data?

Without your permission, Qics employees are prohibited from viewing or using your company data. You can give us explicit permission, for example to answer a support question or to correct a possible error in the software. Every access to your data is logged and the employees are kept to our internal security policy. We will never export or change company data without explicitly requesting your permission.

How do I check access to my company data?

You can create and delete users within our software and assign more or fewer rights to these users. This allows you to ensure that users only have access to the relevant data. You must ensure that user accounts are personal and are not shared with multiple people.

What about my data if I export or connect with other systems?

When you create a link with your company data via our API or another method that is made possible in the software (for example by means of data replication or import / export), the further processing of this company data is directly under your own responsibility.

When your company data is synchronized with an external application (such as Exact Online or Twinfield) via our software, you have control over the user account with which these data are exchanged (and you can also stop the exchange). You must also ensure that you also make agreements with the linked third party about the processing of your company data.

How long do we keep the data?

Your company data is stored by us as long as you have a valid license or active subscription or maintenance contract for our software. After termination of license, subscription or contract, your company data will no longer be accessible to you. We keep your company data for 60 days after termination (in which you can possibly reactivate the software), after which it will be permanently deleted. Before the termination you must ensure that you export and secure the data that is important to you, using the features that our software provides for this.

Where are the data stored?

Qics uses the infrastructure of Microsoft for hosting its software. The primary location on which our software is running is located in the Netherlands. In the event of disruptions in the data center, it is possible that your company data is (temporarily) transferred to other locations, initially in Ireland, in exceptional cases elsewhere in the European Union.

Security incidents

If we know or suspect that your company data has been inspected, used, modified or deleted in an unauthorized manner, we will inform you of the incident as soon as reasonably possible.

In addition, we will assist you in minimizing the impact and scope of the incident and providing the necessary cooperation in any investigation into the incident.

All data

This chapter discusses the topics that relate both to your personal data and to your company data.

Jurisdiction

Jurisdiction is based on Dutch law.

Subcontractors

Qics uses subcontractors, whereby Qics, as controller or processor, ensures that the nature, purpose and legal basis of every processing is guaranteed by its subcontractor. To this end, Qics has concluded processing agreements with its subcontractors in which we, among other things, agree that the processing takes place in accordance with our policy and that the necessary security measures are taken.

Information requests from government agencies

We will not share your information with third parties (other than subcontractors), unless at your request or on the request of a legal obligation or court order.

Knowing more?

If you have additional questions after reading this document, please contact info@qics.nl . You can also visit our website https://www.qics.nl for access to, among other things, our security policy, the privacy policy of our public websites and concrete instructions for the use of our software in the context of the GDPR.